Administrative Associate V, Health and Behavioral Sciences

Job Title

Administrative Associate V, Health and Behavioral Sciences

Agency

Texas A&M University - San Antonio

Department

Department of Health and Behavioral Sciences

Proposed Minimum Salary

Commensurate

Job Location

San Antonio, Texas

Job Type

Staff

Job Description

Works under general supervision of the Chair of the Department of Health and Behavioral Sciences, and provides administrative support for the Department of Health and Behavioral Sciences to include the exercise of discretion and independent judgement with respect to matters of significance.

Responsibilities:

• Screens phone calls, responds to questions and takes messages for departmental faculty and staff  

• Handles correspondence and prepares various reports as needed

• Maintains active personnel files for the department and assists in the processing of faculty and staff applications, credentialing, approval and appointment letters

• Drafts, composes, proofs, obtains signatures, sends, and receives correspondence on behalf of the department chair

• Assists in the planning and execution of special events and meetings

• Maintains office equipment and assists in acquiring departmental supplies

• Assists the department chair in record retention efforts.

• Maintains academic, student, and year-to-year financial records related to the activities of the faculty and department.

• Assists departmental faculty and staff with purchasing, travel planning, and related accounting tasks

• Assists with travel arrangements and reimbursement for faculty, staff, and invited guests

• Manages procurement card and reconciliation 

• Enters adjunct faculty assignments in Banner

• Prepares occasional textbook requests for departmental faculty (when faculty need assistance)

• Prepares workload reports for departmental faculty

• Assists faculty with office needs, facilitates completion of HR-related tasks, and sends reminders on completing training by departmental faculty and staff

• Prepares and distributes meeting minutes and tracks action items

• Screens complaints and determines the appropriate action or referral

• Serves as a liaison between faculty, administrators, and students

• Handles highly sensitive and confidential materials 

• Alerts the department chair to outstanding issues and concerns

• Keeps track of departmental assets 

• Submits work requests for the office, as needed

• Performs other duties as assigned

• Often the first point of contact for the department. Must provide excellent customer service to the internal and external customers.

• Assists the Chair of Life Sciences in maintaining academic, student, and financial records related to the activities of the department.

• Assists faculty with routine office needs and works with other university departments to complete various tasks.

Education and Experience:

• High school diploma or higher.

• Five (5) years of related experience.

Knowledge, Skills, and Abilities:

• Knowledge of word processing, spreadsheet, database, and presentation applications

• Ability to multitask and work cooperatively with others in a fast-paced setting

• Excellent Interpersonal and communication skills

• Strong planning and organization skills

• Ability to work independently once given a project

• Ability to streamline processes, meet deadlines, and a willingness to learn new office processes 

Applicant Instructions: 

Please make sure to provide the following documents: 

• Cover Letter

• Resume / CV 

• References – at least two professional references

For detailed instructions on how to apply for any position on our website, please use the following link: 

http://www.tamusa.edu/humanresources/job-opportunities/index.html ​  

Summary of Employee Benefits: 

https://www.tamusa.edu/human-resources/documents/summary-of-employees-benefits.pdf   

Texas A&M University-San Antonio values community engagement and encourages applicants who are committed to advancing the well-being and prosperity of our communities. 

Please ensure that all required documents are uploaded prior to submitting the application. Once the application is submitted, no changes or revisions can be made.  If you have issues with adding documents to your application, please contact HR at 210-784-2058

All positions are security-sensitive. Applicants are subject to a criminal history investigation, and employment is contingent upon the institution’s verification of credentials and/or other information required by the institution’s procedures, including the completion of the criminal history check.

Equal Opportunity/Affirmative Action/Veterans/Disability Employer.